IAML International Association of Music Libraries

Minutes of Council Meeting held July 18 and 23 1999 at the Wellington Festival and Convention Centre, Wellington, New Zealand.

Participants (present at both sessions unless otherwise indicated by I and II):
Lisa Allcott, observer (II); Chris Banks, Chair, working Group on Hofmeister XIX; Antonio Baldassare, RIdIM (II); Zdravko Blazekovic, RILM; Pinuccia Carrer, observer (II); Inger J. Christiansen, President, Norwegian Branch; Hugh Cobbe, observer (II); Lenore Coral, observer; Joana Crespi, President, Spanish Branch; Carolyn Dow, observer (II); Mary Kay Duggan, Chair, Commission on Service and Training; Johan Eeckeloo, Belgian representative; Inger Enquist, Chair, Archives and Documentation Centres Branch (I), observer (II); Imogen Fellinger, Chair, Working Group on Music Periodicals; Roger Flury, President, New Zealand Branch; Judith Foster, observer (II); Dorothy Freed, observer (I); Massino Gentili-Tedeschi, Vice-President IAML; Aurika Gergeležiu, representative, Estonian Branch; Brigitte Geyer, observer (II); Anthony Gordon, Chair, Commission on audio-Visual Materials (II); Alison Hall, Secretary-General, IAML; Dominique Hausfater, President, French Branch (II); Veslemöy Heintz, Past-President, IAML; Ruth Hellen, President, UK Branch; Liesbeth Hoedemaeker, representative, Netherlands Branch; Kimiko Inone, observer; Joachim Jaenecke Vice-President, IAML; Kauko Karjalainen, Chair, Broadcasting and Orchestra Libraries Branch; Ann Kersting-Meulemann, Chair, Research Libraries Branch; Christina Koch, observer; Wolfgang Krueger, President, German Branch; Tamara Lapteva, observer (I); Anne Le Lay, Chair, Copyright Committee; Yves Lenoir, observer (II); Anders Lönn, Chair, Constitution Committee, President, Swedish Branch; Timothy Maloney, representative, Canadian Branch; Federica Riva, Chair, Libraries in Music Teaching Institutions Branch (II); Don Roberts, Past Past President IAML; John Roberts Vice-President, IAML; Karin Savatovic, observer; Toshiko Sekine observer (II); Susan T. Sommer, Editor, Fontes Artis Musicae; Susanne Staral, observer (I), Chair, Bibliography Commission (II); Maija Suhonen, representative, Finnish Branch; Pam Thompson, President, IAML; Yasuko Todo, representative, Japanese Branch; Judy Tsou, Chair, Working Group on the Registration of Music Archives (I); Sherry Vellucci, President, US Branch; Kirsten Voss Eliasson, Vice-President IAML, Chair, Public Libraries Branch; Hartmut Walravens, observer; Chris Walton, President, Swiss Branch (II); Agostina Zecca Laterza, President, Italian Branch.

The President opened the meeting by asking Council to allow observers the right to speak, which was granted.

1. Minutes of the previous meeting in San Sebastian

The Minutes were accepted.

2. President's Report (Pam Thompson)

The President reported with sadness the death of John May, president for several years of the UK Branch. He was familiar many for his bookselling business, and his antiquarian and second hand catalogues were known around the world. A remarkable and provocative UK president, he inculcated an outward looking attitude, offered encouragement to younger members, and remained active in both branch and international affairs until the end. He enjoyed great admiration, and will be greatly missed. The Presidential message sent out on IAML-L after the meeting in San Sebastian last year, asking for ideas regarding the future of IAML elicited many interesting responses on such topics as language(s), the conference organisation and programmes, more effective communications, and becoming a truly international organisation. All issues were discussed by the Board at its mid-year meeting. It is hoped that moost of these issues will come up for discussion later on on the agenda, and that further discussion will take place, both formally and informally. The Board is always interested to know what members' concerns are.

The President was very pleased to be invited to an ISMN meeting in London, which had delegates from the Czech Republic, Denmark, France, Germany, Grece, the Netherlands, Norway, Portugal, Slovenia, Sri Lanka, and the UK. The meeting proved to be very interesting, and the operation is obviously working well in many parts of the world; progress is being made in Slovakia, Spain, and Japan, and there are hopes for development in the US. Delegates were presented with the new Verzeichnis Liefebarer Musik from Germany, and there will be more and similar music in print publications appearing. Discussion took place about other new standard numbers, such as the Work code and Recording code. It was suggested that she attend a meeting in Berlin next year, which she hopes to do.

The German Branch has requested support for a protest regarding the appointment of the head of the Deutsches Musikarchiv, replacing Hans Lanzke, and the way the appointment was made. The appointee was active in criminology in the former East Germany, and, working in libraries, has risen fast through the ranks, but has no musicological qualifications. No other applicants for the position were considered. In March, the Board wrote a letter of complaint to the German Ministry of Culture, but the reply received was unsatisfactory, and spoke only to our accusation that Dr.Kolassa was a spy, and did not address the question of lack of subject expertise. Another letter was sent, asking specifically about the matter of qualifications, to which a reply came saying that this was not unusual. The Board will continue discussion with the German Branch as to what to do next. It does seem surprising that in an institution of that size, with about thirty staff, that only one person is a musicologist.

After the congress in San Sebastian last year, the President and Veslemöy Heintz has a meeting with Dr. Marinelli from IRTE about his Memory of the world project, which aims to preserve and protect all endangered sound and printed music materials. Dr Marinelli would like to have the support of IAML, and it was agreed that this is a worthwhile, if ambitious scheme. Another meeting has been suggested. He has the support of IASA, and the plan will be presented to the IMC at their meeting in September. A request was received from the Russian branch for support for an application to the Open Society Foundation, and anywhere else they can find, for funding to create a web site to display the holdings of the Tchaikovsky State Museum in Klin. In April she met Dr Munira Shahidi, a delegate from Tajikistan, and authority on interdisciplinary studies, who lectures all over the world, and is very interested in the work of IAML. She has now opened a museum to her father's memory in Tajikistan, as a centre for Tajik music. She is trying to convene a conference in Tajikistan next year on central Asian music. She has been given a free IAML membership. We hope that our activities can be advertised in central Asia, where there is a very rich musical tradition, especially as we have no members there at the moment. Finally, the President mentioned that, at the suggestion of the New Zealand Branch, she would be doing an interview about IAML on New Zealand Radio on the Wednesday morning.

3. Secretary General's Report (Alison Hall)

The Board held its mid-year meeting in Copenhagen, February 26-27, 1999, at which all members were present, and were shown excellent hospitality by the new Vice-President, Kirsten Voss Eilasson, and members of the IAML Danish branch. A revised version of the English version of the IAML brochure was produced from the Secretary General's office; the updates include names of new officers, the url of the IAML web site, and instructions for joining IAML-L. An insert containing this information has been prepared in French and German for insertion into these versions of the brochure. It is the intention to produce revised brochures in all three languages after the Congress in Perigueux in 2001.

Presenting his first report as incoming Treasurer, Martie Severt said that the Treasurer's files have been transferred to him, and that a partial audit of the accounts was completed by Chris Banks and Malcolm Lewis of the UK branch. Income was less than anticipated, but expenditure was also less, so overall income exceeded expenditure by DM 46,664.00. The offshore capital will be transferred into a safer investment, where the capital is guaranteed. There was discussion about the impending advent of the Euro and the demise of the Deutschmark, and it was decided to propose to Council that the dues rate be changed from the DM to the Euro by 2002.

RISM Series C Research Libraries in Western Europe is still in preparation. The President attended the IMC meeting in Cairo, which was very rewarding, and there does seem to be significant improvement in their attitude, and a move to a more democratic way of life. It was agreed to remain a member for a further year, and to continue to review this situation annually. Dr. Jaenecke reported on the appointment of the successor to Heinz Lanzke as the Head of the Deutsches Musikarchiv der Deutschen Bibliothek, Dr Ingo Kolassa, who is an administrator, and not a musician, and has received the appointment as a result of his political connections. The IAML German branch has issued a protest, and the Board sent a letter to the Staatsminister für Kultur, but the response received indicated that this was none of our business!

Requests were received from Chadwyck Healey and H.W. Wilson regarding making available electronically the full text version of Fontes. This may result in some loss of memberships, but would extend the reach of Fontes. IAML could take up both offers, as they are non-exclusive. It was decided to take the issue to Council. If the offers are taken up, it would be best to have this coincide with the selection of the new editor. One application has been received in response to the advertisement for this position.

There was considerable discussion about the comments received in response to the President's message sent out on IAML-L, asking for views on the future of IAML. Salient issues were more interesting programmes and a less forbidding programme layout, the use of the three official languages of IAML, more creative programming, such as calls for papers, and sessions where exchanges of views can take place. The creation of an IT Committee as considered, to see how IAML can further exploit the internet.

Outreach activities continue, and the creation of an Outreach Committee was discussed, in order to spread out the workload.

There have been new national branch officers in Canada, Hungary, Spain and the United States. The Secretary General has been in receipt of a fair number of branch newsletters/journals, which are always of interest, even if she can't read the language. There is still, however, rather a dearth of reports from national branches and it would be really good to receive more of these.

4. Treasurer's Report (Pam Thompson for Martie Severt)

The Treasurer, Martie Severt, having recently broken his leg, was unable to be in Wellington, and his report was delivered by Pam Thompson, as the previous Treasurer. She mentioned that as the report relates to last year's finances, this was perhaps appropriate. Pam first delivered a message from Martie, wishing the Council and all participants a good meeting and a wonderful time in Wellington. He regrets his absence, and hopes there will be lively discussion on hos to change or improve IAML. Martie made two visits to Pam in England in order to acquaint himself with the job. The partial audit of accounts was done by Chris Banks and Malcolm Lewis of the UK branch. They were only required to look at one line of income and one of expenditure, but wanted to see much more, and took a very close look at the books. It has not been a bad year, financially. Income was less than estimated, partly because some national branches had not paid their dues. All dues for 1998 and most dues for 1999 have now been paid. There was less income from sales of mailing labels and advertising, but the bill for Fontes was less, because of its delayed publication. The offshore account rendered a healthy return of 24½%, and we are investigating the possibility of moving it to another location, due to concern about the safety of the capital, which we wish to be secure. The Outreach Fund 1, which receives 2½% annually of IAML's income continues to be used, though no donations were received during this period. This is the first year we were able to put money aside for Outreach Fund 2, (for travel), which consists of the interest from DEM 30,000; we were able to earmark DEM 1,500 for the New Zealand conference, and, because of the robust rate of interest, approximately DEM 7,500 will be available for the Edinburgh conference. Chris Banks, as on of the auditors, indicated that enormous credit should be given to Pam Thompson for skillful handling of a very complicated financial situation.

Membership has risen slightly, and there are new members in Tajikistan, and Bosnia Hercegovina. Membership numbers are up for some branches and down for others, possibly because Martie in being more strict about dropping those who have not renewed, so the total number will probably rise a bit more. The new List of Members will come out next year, so National Branches were requested to send in full information (names, addresses, phone and fax numbers and email addresses) as soon as possible, for the deadline date of September 1.

5. Fontes artis musicae (Susan T. Sommer)

1. Report from the Editor (Susan T. Sommer)

   The Editor of Fontes presented her apologies and regrets for the delay in appearance of the journal, due to personal and professional reasons, and also to the loss of our contact at A&R, Beth Frasso, where a batch of material got lost on her desk. The delay will be made up by producing two double issues. 1998 3/4, unfortunately delayed further by the mislaying of the index, should be in the mail soon, and it is hoped that the proofs for 1999 1/2 will arrive here in Wellington, handed out to those concerned, and returned to the Editor. The total number of pages will be about the same. This issue will contain articles on music and libraries in New Zealand, reports from the San Sebastian meeting, and twelve book reviews. Two more issues are planned for 1999; the editor mentioned she would like some more articlesfor 1999/3, which should be out before Christmas, and that number 4, which should appear in January 2000 by which time we should have caught up, will include reports from the Wellington conference, and Publications in Music. She exhorted those concerned to send in their reports as soon as possible. 2000/1 will be a UK issue, edited by Chris Banks, and a Russian issue is in the works. A large number of articles in Russian have been produced, and will be translated by Pam Thompson. 2001/1 will be the 50th anniversary issue, coordinated by Maria Calderisi, and will include tributes and reminiscences by and about many of IAML's founding fathers, providing a fascinating glimpse into fifty years history of the association. The editor requested that anyone aware of potentially interesting articles should let her know; Fontes is our journal, both to read and to write.

2. Proposals for an electronic full-text version

   Approaches from Chadwyck Healey and H.W. Wilson have been made to IAML to issue Fontes in electronic form (full text). We would be able to take up both offers if we wished, as the offers are not mutually exclusive. The Board has discussed these offers on two occasions, and has mixed feelings about the matter. We might lose members as a result, and it is difficult to know what benefits might result. We would receive royalties, but it is difficult to judge how much they would be. It is also unclear whether or not this would be the entire journal, or just the articles. The Board eventually decided that this should be a Council decision. In the following discussion the positive value of placing the articles within reach of scholars doing regular online searching was stressed, also that we could reach a different and wider audience this way. A drop in membership numbers cannot necessarily be equated to electronic access, and it must be remembered that membership of IAML brings more than just a journal, except, perhaps for institutions. However, on the other hand, the archiving of electronic materials is still an unstable issue. If the eventual decision is in favour of this action the Board was urged to take up both offers, as these organisations change a lot, and they come and go. They were also urged to enquire about provisions for electronic archiving. Apparently the release of Notes, which is available electronically, is delayed, so that, too, should be investigated. We would be able to get a release from either contract at ninety days' notice. Certain other potential problems were raised, such as Chadwyck Healey being in competition with RILM, the fact that print and electronic materials in some libraries are handled in separate departments with separate budgets, and separate decisions made, and that a pattern is developing in many academic institutions to introduce an across the board policy to subscribe only to electronic versions of serials where available, and drop all print. However, the aspect of visibility must be considered, as students are now relying more upon the internet, and Fontes on the Web could go beyond the limitations of print, and this way engage new people, or even re-engage lost members. We should also consider where, and how IAML members read Fontes, and how many people would read an electronic version, as opposed to print. Depending upon one's reading habits, would you still read Fontes if it was only available in electronic format?

   Susan Sommer asked if we could do more with the abstracts for the Fontes articles, such as including them, in all three languages, with the table of contents on the IAML Homepage, which would give an idea as to whether or not one wished to read an article. The abstracts are prepared in all three languages, and could be posted in advance of publication. The English retrospective abstracts would be available in RILM. Some Branch and Commission reports are now being put on their individual Home pages, and it would be useful to include abstracts of conference papers that are not included in Fontes.

   In summary, the overall impression seemed to be that there was a lot of enthusiasm to proceed with making Fontes available, but that more time is needed to think about the situation, and to obtain more information from the aspiring providers, including assurance that as many safeguards as possible would be put in place. The President asked Council to allow the Board to investigate as many options as possible, including making Fontes available one year in arrears, electronic archiving, and how much we ourselves can do. Don Roberts made a motion to this effect, seconded by Susan T. Sommer, which was carried with one abstention.

3. New Editor

   A Search Committee to find a new editor was struck last year in San Sebastian, consisting of John Roberts (Chair), Dominique Hausfater and Pam Thompson. The search process was a simple one, with a happy outcome. There was one distinguished applicant, John Wagstaff, from the UK, who the Committee unhestitatingly proposed to the Board, who, in turn, unanimously approved the proposal. He will take over with the issue 2001/2.

6. IAML Newsletter (Pam Thompson)

Another point to emerge from the question of currency of information was that of a IAML Newsletter. Many national branches have their own newsletters, meetings, and various committees, but there is a lack of successful informal patterns of communication for the international organisation outside of the conference venue. The Board has discussed the idea, and its attendant problems such as currency and cost, which problems were relevant to a print version, and has come up with the suggestion of an electronic newsletter, perhaps sent out via IAML-L, or available via the IAML Home page, that would be an informal but public face of the organisation. It could include conference reports and minutes, however, these should also continue to appear in Fontes as part of our permanent record. Other possible content might be items from branch newsletter that deserve a wider exposure. Certain problems were acknowledged, such as finding an editor, whether or not the editor would receive an honorarium, and that fact that not all members presently have access to the internet. The Secretary General offered to put out a trial issue after the conference, and there was a vote in favour of this experimental venture. When is it ready, a message will probably be sent out on IAML-L would including a hot link to the Home page, or the site on the Newsletter resides.

7. IAML-L (Anders Lönn)

IAML-L has been in existence for a number of years, and now has three to four hundred subscribers, though not all of them are members of IAML. It is the opinion of the listowner that this medium of discussion is not used enough, and that it would be an excellent opportunity to make things more public and share information about the work that is going on within IAML, and also to put out a call for papers for conferences. The President commented that, contrary to certain opinions that the IAML programme is put together in secret, it is often very difficult to find sufficient speakers, and that anyone interested can repond to a call for papers. Often, if you are listed as a speaker at a conference, it can increase your chances of finding funding. The Listowner urged everyone who has not done so to sign on to IAML-L; there are many people at this meeting who are not signed on, and gave instructions as to how to join.

8. IAML's relationships with other organisations

1. International Federation of Library Associations (IFLA)

   The Secretary General has received the usual literature, such as their journal, and news from their standing committees, from IFLA. Their annual meeting this year is in Bangkok. Anders Lönn reported that information was finally emerging from the Cataloguing Section, Working Group in Authorities. IAML presented a report for IFLA on Authority Structure for Music Uniform Titles some years ago, so we should keep an eye on developments.

2. International Music Council (IMC) (Pam Thompson)

   The President said she was pleased to be able to present a positive report on the IMC. She attended an IMC forum for international organisations (20 delegates only) in Cairo, Egypt, last November, which was held in the context of a large conference and festival of Arab music. The Egyptians offered very generous hospitality. Under the leadership of a new president, and responding to past criticism, there was much constructive debate, and an strong attempt to be more democratic and open, and to take criticism and suggestions on board. Interesting reports were received from all organisations, and ideas such as promoting young talent and music making in Africa, and the President will be attending the next IMC meeting in Petra Jordan, in September. In the past, it has been difficult to apply for funding, due to the lack of guidelines, and an ignorance of the upper limits of money available, resulting in a lot of work being put in in vain. However, The Barry Brook Centre (RIDIM) is actually the receipt of $4,250.00 from Unesco for the publication of a collection of studies on the history of music historiography and ethnomusicology in central and eastern Europe, and the other IAML application concerning a RILM multilingual thesaurus, while not receiving any funding, has been granted official IMC patronage. We were advised to approach the EU Multilingual Information Society, which might be able to assist with funding. Overall, it would seem to be worthwhile staying a member of the IMC for a further year.

3. ICA (International Council of Archives)

   Inger Enquist has become a corresponding member of ICA's group that deals with the archives of international organisations. The Board received a report from Inger Enquist about the IAML archive. An interesting point riased was that of electronic documents, such as the IAML web site, which are constantly changing. It was suggested that a copy of the site on diskette be made on the same date each year and sent to the Archivist.

4. International Council on Archives (ICA) (Inger Enquist)

   ICA turned fifty last year, and invited IAML to attend its meeting in Stockholm. The theme was Access to information and technological challenges. Metadata is a possible future topic for IFLA/ICA cooperation. A large conference is held every four years, with round tables in the intervening years. Inger mentioned that ICA has guidelines for electronic archiving, which it would be useful for everyone if they were publicised somehow.

5. International Association of Sound Archives (IASA)

   Some of our members attended the IASA meeting this year, but there has been little direct communication with IASA, except for the news that they are possibly interested in meeting with us in Tallinn in 2003. There will be further discussion about this with IASA, and the Estonian branch.

6. International Standards Organization (ISO)

   Regarding our attempts to gain liaison status on Technical Committee 46, Standing Committee 8 (Library statistics), after writing many times, and receiving no response, Anders Lönn was eventually able to pass our request on to the Committee Chair, who has responded, and will forward it for consideration right away.

7. European Bureau of Library, Information and Documentation Associations (EBLIDA)

   Eblida is proving to be a very useful forum for copyright issues. The receipt of documents has changed from Malcolm Lewis to Richard Chesser, who reports that all is going smoothly.

8. International Association of Music Information Centres (IAMIC)

   There has been no communication.

9. IAML Home page (Massimo Gentili-Tedeschi)

French and German translations of the Home page have been done by Anne Le Lay and Joachim Jaenecke. The site also includes links to three Branch/Commission Home pages (Service and Training, Music Teaching Institutions, and one other), addresses of the national branches, all the various IAML guidelines, and the table of contents for Fontes. Massimo would like to add abstracts for Fontes articles, and will make a link to the trial Newsletter, when it is ready. He would also like to know of any more useful links that might be made, or any other helpful comments.

10. R-projects

1. Répertoire international des sources musicale (RISM) (John Roberts for Klaus Keil)

   A new CD-ROM was published last year, containing not only the A/II manuscript files, but also the file of RISM composer names, library sigla, and literature from series A/II. Unfortunately the internet database has not been updated for two years, so only the CD-ROM now contains the 80,00 recent additions. Volume 14 of series A/I with supplements to the letters S-Z, anonyma and initials will be published this year, which completes the planned supplement, and a sponsor has been found for volume 15, containing addenda and corrigenda reported to the RISM Zentralredaktion after the appearance of former volumes. The register of editors should follow shortly, giving reference to all 14 volumes of series A/I. The sigla list has been revised yet again, and will be published as a Sonderband by Henle and Baerenreiter, including cross references from old to current sigla. Valid sigla will also appear in the first volume of the Personenteil of the revised MGG. INFO-RISM No. 10 will be mailed in August, and will probably be the last print issue, as printing and postage is so expensive. It will probably be published on the Internet in future, if there is no better alternative. Last year, the boards established a new sub-commission of the Commission Mixte, headed by John Howard, its aim being to bring RISM computer facilities up to the standards of library computer systems, so that librarians can key in their own RISM entries. Other members are Massimo Gentili-Tedeschi, Catherine Massip, Anders Lönn, and one other. The first meeting is planned for October.

2. Répertoire international de littérature musicale (RILM) (Zdravko Blazekovic for Barbara Dobbs Mackenzie)

   RILM is at this moment moving from it's 42nd Street offices at CUNY to 365 5th Avenue, opposite the Empire State Building. Volume 30, the largest volume to date, is finished, and has been sent to the printer. It is also the last volume to be included in the cumulative index 6 (1992-1996), which is now in progress, and will be published by the end of the year. This will probably be the last one produced in print, due to the growing preference for electronic versions of RILM. Submissions by national committees were up by 25% to nearly 15,000 in the last volume.

3. Répertoire international d'icongraphie musicale (RIdIM) (Veslemöy Heintz)

   A proposal for the RIdIM Rules of Procedure has been sent to Catherine Massip, Florence Gétreau, the IMS, and the Art Museums section of ICOM has been contacted, also CIMCIM. The process of setting up a RIdIM centre in Paris is moving slowly, but there are hopes for a final result next year.

4. Répertoire international de la presse musicale (RIPM) (Veslemöy Heintz for H. Robert Cohen)

   This has been a productive year. Eleven volumes have been produced this year, eight French, two Spanish and one Polish. This brings the total to 128 volumes in 14 languages. Two new grants have been obtained, from the Polish Research Council and the NEH, and existing subventions continue to be renewed from various institutions. RIPM's new publisher is NISC, and the agreement includes publication on a CD-ROM and the internet, a reprint series, and microforms of periodicals. Work proceeds on producing RIPM in electronic format. Be sure to visit the RIPM web site.

11. Reports from Working Groups and Committees

1. Working Group on Music Periodicals (Imogen Fellinger)

   Two catalogues of periodicals have been completed, one for Danish Research libraries, and one for the Campana, in Italy. There are, however, several projects which are still outstanding. The list of Hungarian music periodicals remains unfinished, as the editor, Veronika Vavrinecz has retired, and the Portugese list is also unfinished. The Swedish Union catalogue of periodicals needs a new compiler, and the Canadian Union Catalogue needs careful editing and updating, and needs a new compiler. Two lists of music periodicals published in Palermo in the 19th and early 20th centuries have been completed, in connection with a paper to be published in Fontes 1998/4.

2. Working Group on Hofmeister XIX (Chris Banks)

   Progress continues slowly on Hofmeister, lead by Dr. Zanos of the Staatliches Institut für Musikforschung. An application is being prepared for the Deutsche Forschungsgemeinschaft, for partial scanning and partial keying of Hofmeister, and this week the Group will meet to answer some specific questions about this from Dr Zanos. Chris Banks thanked Iannis Zanos and Joachim Jaenecke for all their hard work in Berlin.

3. Copyright Committee (Anne Le Lay)

   It is not news that the situation of copyright is a volatile one. A very important event this year was the Harmonica forum 'Copyright and the customer', held in Vienna, and organised in collaboration with Eblida. A large part of this forum was the presentation of reports from librarians from different European Union countries, and from different types of libraries, together with music publishers and producers. It was ascertained that each group knew little about the aims of the other. A number of contacts were made with lawyers, and it was verified that the only way to resolve the problems was in a contractual manner. The Copyright Committee therefore proposes to try to make a model agreement that would be acceptable to both music publishers and music librarians. The Committee will draw up a questionnaire on points of copyright practice of music librarians, synthesise the responses, and, then attempt to find a modus vivendi with the lawyers.

4. Working Group on the Registration of Music Archives (Judy Tsou)

   The aim of the Group is to gather together bibliographic information about music archive collections the world over, and to store it in one location. This will be done through the agency of national groups, and based on the General International Standard of Archival Description (ISAD(G), recently established by ICA. A prototype database was created, using FileMaker, and examined and amended, then tested by the Working Group. Location codes will include the RISM sigla, and the primary language will be English. The format will be finalised at this meeting, and then proceed to implementation. Further work includes a programme to migrate records from existing databases. And a pilot project involving Germany, which is embarking upon a national archival registration project, using the database, and Canada, which already has a database than can be used to test the conversion of exiting records. The Group will also continue its search for a long-term home for the project. It is seeking an extension of a further three year term.

12. Reports from National Branches

Australia (Judith Foster for Caroline Symes)
The Australian branch held their biennial conference in Sydney in 1998, with the theme Organisation, access and delivery in music libraries. All states except Tasmania were represented, and there were so many papers offered that it was difficult to fit them all in. Soome gave examples of what libraries are doing to provide access to collections via the internet, which is especially successful for special collections. There has been a decline in institutional membership, mainly due to funding cutbacks, but a rise in personal membership. The two publications Intermezzo and Continuo play a large role in the life of the branch. The forward direction of the branch was examined, and continuing debate about coping with vast distances, declining funds and membership, and constantly changing technology. Sales have commenced of the Catalogue of orchestral scores and parts in Australian collections, and the State Library of Queensland is creating a union catalogue of choral sets, which has attracted great interest.

Belgium (Johan Eeckeloo)
The Belgian National Bibliography dating back to 1931, and available on CD-ROM, comprising some 425,000 records, which is small by comparison with some countries, but Belgium is a small country. It now includes, for this first time, records for nearly 3,000 music scores, and it is hoped to extend coverage back to 1875. A new project, or a 'dream', is under construction to develop a web-based database for music scores and sound recordings of all Flemish collections. Each participating library will use the same programme to enter information. This is intended to be a detailed catalogue for musicians, and emphasis will be laid on a detailed description, and subsequent retrieval of instrumentation. The project originated with Flemish amateus music libraries, and, if realised, will be a very important resource. The future of this project depends upon the goodwill of the Flemish government, and the energies of the music librarians.

Canada (Timothy Maloney)
CAML continued to debate its future. Membership numbers of those remaining members of IAML are decreasing, but about half remain international members, and a dedicated core of members continue to be very active. A successful annual conference was held in conjunction with the Canadian University Music Society (CUMS), and a closer relationship with this organisation is being investigated. A mega-conference of music associations will be held in Toronto in November 2000 which will include CAML, AMS, CMS, the Sonneck Society, and others.

Denmark (Kirsten Voss Eliasson)
The Minister of Culture has decided that music should be on equal terms with other library materials, that is, lent free of charge, and this will be reflected in the new Library Act, which is still in progress. This is a triumph for Danish music librarians. The branch is having success with their email list, which they find useful for solving problems, though they feel that they could still learn to use email more efficiently. The journal, Libretto, previously produced in collaboration with another organisation, will now be produced by the Danish Branch on their own.

Germany (Wolfgang Krueger)
The next Branch annual meeting will be held in Dresden, and include papers on fundraising, a State Library project for a digital library, and musical iconography. In 2000 a joint conference will be held with Switzerland in Leipzig, and there is also a joint project to start a database of historical sound recordings. Most national branch members are located on the south and west of the country. More music libraries with professional and well-trained staff are needed in the east. The bibliography of music librarianship will be issued on CD-ROM, the Nachlasse project is more or less completed, and a Collection of examples of cataloguing, as a companion to the new revised Cataloguing rules for music and sound recordings has been published. The journal Forum has a new editor, and many thanks go to the previous editor. A Home page is being prepared. Protests were made by the Branch at the appointment of Dr. Ingo Kolassa as Head of the Deutsches Musikarchiv following the retirement of Heinz Lanzke. These have been dismissed, and any attempts to contact Dr Kolassa have been rebuffed. As a result of this appointment, the Deutsches Musikarchiv will not be active in IAML, either internationally, or in the German branch.

Estonia (Aurika Gergeležiu)
Activities this year have been fairly quiet, partly because Estonian research libraries are preparing for a new library system, in which many branch members were involved. Work on the music thesaurus, part of the general Estonian thesaurus, has been completed. A web site is now in operation, and preparations are in full swing for a Baltic-Nordic meeting to be held in Tallinn in October.

Spain (Joana Crespi)
The Spanish Branch was very pleased with the success of the San Sebastian meeting. At the Board meeting in Madrid, the President unexpectedly resigned, so Joana Crespi, as Vice President, has taken over the job. A new president will be elected at the assembly in Renteria later on this year, which will coincide with the 55th anniversary of Eresbil. A seminar will be held on cataloguing music and sound recordings, and a session on music research on the internet. The Commission on publications has formed two sub-commissions, one for BIME and the other for the AEDOM bulletin, and the working group on Music recordings met to discuss a discography of academic music. Next year, two cataloguing courses will be given in Bilbao. Publications include the proceedings of the San Sebastian congress, and the second volume of BIME (1994-95) with the next volume in preparation. A web site is planned.

France (Dominique Hausfater)
The French branch continues with its two main activities of publications and working meetings, and held its third working meeting in Alsace, attended by a third of the membership. Two working groups were proposed, one to deal with terms in the national music heading thesaurus, RAMEAU, and the other to examine opportunities offered by new technology, such as CD-ROMs. It was recognised that the purpose of these meetings was to share experiences, and most members attend because they feel deprived of information and training.There are three ongoing projects nearing completion, a Union list of orchestral material owned by French music schools and conservatories, the second edition of the Guide to acquiring music, and a Directory of French Libraries. Several groups in Latin America, from Cuba, Argentina, and Venezuela, have been in contact with the French branch, looking for cooperation. Declining membership is a problem, and all members were sent a questionnaire to get their views, and to help to understand unease felt about IAML. Most of the branch's energies are directed towards activities for the 2001 congress in Perigueux, including attempts to find funding.

Italy (Agostina Zecca Laterza)
The principal activity of IAML Italia is in the field of training music librarians, in cooperation with universities, or other institutions. Two courses were offered, in cooperation with the Lombardy region, on the role of the school librarian, and on audio-visual materials, while the course on audio-visual materials with the Veneto region, was repeated. A course of 900 hours for music librarians was organised in conjunction with the Cremonia Institute of Musicology. For the second time, a meeting was organised within the Italian Library Association. The web site for IAML Italia is up and running.

Hungary (Alison Hall for Janos Kárpati)
Julia Gocza has become the new Chair of the Hungarian Branch, and Zsuzsanna Szepesi the secretary. Despite not having much money, RILM and RIPM activities are proceeding well, however, RISM has unfortunately had to cease, thanks to the parsimony of the National Szechenyi Library. A manual of training for music librarianship will soon be published.

Netherlands (Liesbeth Hoedemaeker)
The branch organised two well attended study days, dealing with marketing, both in one's own organisation, and in a wider context. It is now focussing on policy, with the aim of obtaining higher visibility in the Dutch library world, and has established a commission to streamline the inter lending of music scores.

New Zealand (Roger Flury)
The annual meeting was held in Dunedin, and included presentations on gamelan notation, researching 16th century music in Italy and the importance of hymn collection. The journal Crescendo, for which editorial responsibility alternates, has reached its fiftieth issue, and its future is under discussion. The New Zealand issue of Fontes will appear soon, and preparations have been ongoing for the Wellington IAML conference.

Japan (Yasuko Todo)
In May 1999 the Japanese branch celebrated its twentieth anniversary, and held a special programme, including a symposium on the future of music libraries in Japan. There is a project planned to study special collections in Japanese music libraries. A new Board has been elected. Efforts were made to find support for an Indonesian participant to attend the Wellington conference, which was finally achieved with the cooperation of the IAML Outreach Fund, the New Zealand branch, and the Libraries in Music Teaching Institutions Branch.

Norway (Inger Johanne Christiansen)
The Norwegian Parliament, after previously rejecting the idea, has now voted in favour of an opera house, but sadly it will be built in the worst possible place in Oslo, and will take ten years to complete. The new National Library was established in January 1999, and the national music collection is in the process of moving from the university library. It will become the largest music collection in Norway. There is both a new head of the Library, and of the Music Department. A union catalogue for music scores would be desirable, as there is already one for books. The Newsletter now comes out more than once a year, thanks to its enthusiastic editor, and preparations are in progress for the Nordic-Baltic meeting, and there is also some involvement with IASA and IAMIC.

Poland (Joachim Jaenecke for Andrzej Spóz)
As a result of technical and organisational changes which have taken place concerning music libraries and librarians during the past few years, a new guide to music libraries was begun in 1992, which has resulted in the publication of Biblioteki i zbiory muzyczne w Polsce. A Guide to Polish Music Libraries and Collections, Warszawa, 1998, by Maria Prokopowicz, Andrzej Spoz and Wlodimierz Pigla. Some parts of it are in Polish and English. The most important international cooperation has been the Polish participation in RIPM, and Barbara Zakrewska-Nikiporczyk has received training for this, before on indexing while at the Polish Music Reference Centre at the University of Southern California. There has also been cooperation between Polish and Russian libraries in the area of cataloguing RISM materials of manuscripts in the old Russian alphabet, and Latin manuscripts located in Russia.

Switzerland (Chris Walton
The Swiss branch is involved with two major projects due our in 2002, a repertoire of 19th century Swiss music, organised by the Swiss RISM Committee, and the decision of Swiss German university libraries to adopt USMARC, and AACR2, and a common computer system, Aleph, from Tel Aviv. Music is only a small component, but thanks to determined efforts, the libraries have managed to get what they wanted. A German translation has been made of AACR2 with Swiss modifications. There are plans to organise future one day conferences dealing with different interest groups, and next year will deal with music libraries and music publishers. A home page is planned, additionally a Directory of Swiss music libraries.

Finland (Maja Suhonen for Heikki Poroila)
The Finnish branch has published nine new items, including their second electronic publication, Finnish musical bibiographies and discographies, and produced four issues of Intervalli. Membership has increased for the first time since 1993. Cooperation with Estonia continues, including a joint Board meeting in Estonia, and plans for the Baltic-Nordic meeting, for which the Finnish branch has donated a PC to the Estonian branch.

Sweden (Anders Lönn)
Membership in Sweden remains stable, where a generous government grant helps to keep IAML participation up and membership dues down. As most music library activities are actually done bt the Music Library of Sweden, not so much is done by the Branch per se. However, the annual meetings to provide a good opportunity for getting together, and are important to those librarians working in an isolated environment. As there is about to be a rather large number of retired members, a special category has been introduced for retirees.

United Kingdom (Ruth Hellen)
It is laudable to note that 25-30% of the branch membership is involved in some way with various committees, or project groups. Available funding being on the decrease, the search must be directed elsewhere, such as the national lottery. As this gives priority to cross sectoral projects, this requires cooperative working. Of particular interest is a retrospective cataloguing scheme, in which libraries of several universities and conservatoires will share records, which could be a step on the way to a national music database. A successful bid was made for money to fund the UK RILM office. The second edition of BUCOMP, under the direction of John Wagstaff, has appeared, also a leaflet on career opportunities. The web site has migrated from Exeter to Oxford. The branch continues to run successful courses, and conferences, such as Music for the terified, advanced reference sources, and the provision of sets of music scores, called 'Forty copies of Messiah, please'. The most recent study weekend at Ripon was attended by delegates from Russia, Tajikistan and Estonia. The main preoccupation of the branch, however, has been with the 2000 conference in Edinburgh. Tony Hodges was awarded an FLA for his contributions to music librarianship, and Roger Taylor a special medal, one of 100 struck by the Library Association for its centenary, for significant contributions to librarianship, presented by Princess Anne, the Princess Royal.

United States of America (Sherry Vellucci)
The election of new officers was reported, and also the sad news of the death of Harold Samuel, who was active in IAML in the 1960s and 70s. The main activities have been in the field of the donated music materials programme. Materials were sent to 82 institutions in 31 countries in one mailing (520 books and scores, 540 serials, 1,500 LPs), and in another, to 83 institutions in 32 countries (1,000 books and scores, 600 serials, 11 laser discs, 8 videos). 46 cartons of materials were sent to Sarajevo by Lenore Coral at Cornell, and Don Roberts sent a complete run of Ethnomusicology to Romania. The carriage costs were subsidised through the IAML Outreach Fund 1, and the Neil Ratliff Outreach Fund. Planning is well underway for the IAML conference in Berkeley CA, in 2002.

13. IAML Constitution

1. Language

   One of the topics that came up with the most enthusiasm in response to the President's message about the future if IAML, was that of IAML's official languages. There were few who did not think we were fine as we were. The President continues to be pleased that we do have three official languages, but realises that this can cause difficulty in some areas of the world, for example, South America, where IAML participation is relatively small. It might therefore be useful to provide more information in Spanish. This would be a form of outreach, as we would like to enlarge our membership in that area. Personally, she is greatly opposed to the idea of using English only. It is only in for a like this that native English speakers are forced to operate in languages other than their own. A lot of our business in conducted in English, but it should not be the only language used, and those whose native tongue is French or German should have the courage to speak it. The financial implications of adding a fourth language have not yet been addressed or discussed, however, several members felt that we should expand our language base, and deal with the question of cost later. There is a definite problem of understanding when speakers are obliged to present a paper in a language that they do not speak fluently, which is not a happy one, either for the speaker or the listener. We should perhaps allow papers to be given in any language, provided abstracts or a full text translation is provided, which would involve a good deal of paper, but would certainly be less expensive than simultaneous translation. Susan T. Sommer suggested staying with the three official languages for the written word, but that for the spoken languages, allowances should be made, especially in countries where the native language is none of the three official languages, in that they have more languages to cope with. Massimo Gentili-Tedeschi said that he did hope that he would not have to make a fourth translation of the Home page into Spanish, and commented that the Italian group would probably stage a rebellion if Spanish is adopted as an official language. Zdravko Blazekovic mentioned that RILM has started to accept abstracts in original languages, since when, Russian submissions, for example, have increased dramatically. Publicity, at least, in other languages would probably be a good idea.

   It was felt that an absoulte vote on changing the number of official languages might be inappropriate this particular meeting, as many fewer members are present. The Board was urged to give serious consideration to the question, and to return to Council with a proposal either at the next Council meeting, or next year. The Presdient concluded that two main factions seem to have emerged from the discussion; one favouring an increase in the number of languages, and one in favour of the status quo. The Board felt that in practical terms it was not possible to enlarge upon the present three languages, and that the three official languages should be maintained and used for official communications and documents, but that IAML should be flexible in the use and acceptance of other languages in other scenarios, for example, at conferences in countries where the language of not one of the official ones, allowing papers to be read in the vernacular, if a good translation on paper, or simultaneous translation is provided. Mary Kay Duggan suggested preparing the brochure in Spanish in time for the meeting in California. A version of it, or something similar, may exist, complied by the Spanish branch. The Board will continue to discuss the situation.

2. Regional branches

   Following on from a suggestion from Cuba, the Board had discussed the possibility of having regional branches in areas where there are only a few members, and not enough in any one country to form a national branch, such as the Caribbean region. These have existed once before, with IAMLANZ (Australia and New Zealand), but we are not sure if there is anything in the Constitution to prevent this, or if it would work in practice. The Constitution Committee will check the situation.

3. Branch and Commission Elections

   The Constitution Committee will work out a suitable change to the Rules of Procedure which presently require a secret ballot for the election of Chairpersons, even if there is only one candidate. John Roberts then suggested that the nomination procedure be made more open, for example, issuing a call for nominations on IAML-L, which idea was well supported. The names of proposed candidates are supposed to be sent to the Secretary General in advance of the meeting, so that she will know ahead of time if there is a real problem finding enough candidates. Members should realise that if they are interested in participating, they can always contact the Chair of a particular Branch or Commission, and say so.

14. Publications Committee Report (John Roberts)

The state of RISM Series C, Directory of Research Libraries: Western Europe, is just as imminent this year as last. The directory is completed, and now requires review and proofreading. Those involved in this should let John Roberts, Lenore Coral, or Maureen Buja know if they have problems with the exiting process. We want to get the manuscript as accurate as possible, and hope to see the finished version presented to Baerenreiter soon. John thanked Maureen and Lenore for their hard work in assisting Elizabeth Davis.

15. Outreach (Joachim Jaenecke)

Letters asking for contacts in music institutions have been sent to Goethe Institutes in Asia, Latin America and Africa, and will also be sent to German Embassies abroad, and appropriate foreign embassies in Germany. The Outreach reports from national branches for 1992-1998 will be appearing in Fontes. Joachim asked members not to forget about the first Outreach Fund, to which everyone can contribute. The establishment of the second Outreach Fund is an excellent thing, and next year DEM 7,500 will be available for use for the Edinburgh conference. Our first experience with administering this fund in New Zealand was not entirely straightforward. Requests came from all sorts of people all over the place, and there are unexpected details that we had obviously not quite thought through. The Board hopes to learn from this particular experience, and will need to examine how to judge candidates, for example, and to weed out spurious applications. Next year will probably prove to be easier, as the UK Branch has more experience with outreach activities, and there will be more people available to deal with things. Lenore Coral suggested that some guidelines be drawn up after next year's conference.

16. Future conferences

1. Locations and dates

   1999 Wellington, New Zealand.
   18-23 July 2000 Edinburgh, Scotland.
   6-11 August 2001 France, Perigueux.
   8-14 July 2002 Berkeley, CA, US.
   4-9 August 2003 Tallinn, Estonia.
   2004 Oslo, Norway.
   2005 Warsaw, Poland.

   We are happy to receive confirmation from Poland for 2005, and are all looking forward to meeting in Edinburgh next year, and then to a monumental celebration in Perigueux, which will be IAML's fiftieth anniversary. Planning is well advanced for Berkeley in 2002, and Estonia is already at work for 2003. Anders Lönn commented, without making any promises, that 2006, the next open year, would be twenty years after the previous IAML conference in Stockholm.

2. Workshops

   There should be a place in future programmes for workshop sessions, especially as many new developments are taking place these days, which can be addressed either in plenary sessions, or workshops on particular topics, such as Z39.50. For example, the Board had received a suggestion for a two-day workshop on Encoded Archival Description (EAD), to take place prior to a conference. A workshop involves more participation, and is not quite the same as listening to a paper. Having a two-day workshop prior to, or after a conference could pose logistical problems, such as accommodation, equipment, location, and cost, or getting in the way of Board and Council meetings, or post-conference tours, but perhaps they could be incorporated in another way. Massimo Gentili-Tedeschi mentioned that they had had a bad experience with a pre-conference workshop in Perugia. Mary Kay Duggan suggested the charging of an enrollment fee to cover the cost of equipment, and use of facilities.

3. Programme coordination

   IAML is much in need of new blood in its programme speakers, and there is a great desirability for a call for papers on IAML-L, in Fontes, branch newsletters, a IAML Newsletter, or any other appropriate forum. Chairs do often have problems finding appropriate speakers. Chris Banks requested that the programme reflect the order in which the speakers will speak, and that any changes made to this order be posted. Lenore Coral requested that conflicting sessions should not be scheduled so that someone is required to be in two places at once. The Secretary General responded that she was not always aware of what persons were involved with what groups.

17. Other business

1. Working Group renewals

   There were two requests for the renewal of Working Groups for further three-year periods, the Registration of Music Archives, and Hofmeister XIX. The renewal of both was approved unanimously. There was a request for the establishment of a new Working Group under the aegis of the Cataloguing Commission, on UNIMARC standards for music manuscript incipits. Lenore Coral asked that the remit be extended to cover incipits in all music, as other aspects of UNIMARC will be coming up. Massimo Gentili-Tedeschi said that when UNIMARC met in Rome, the Italian members of the permanent UNIMARC Committee submitted new proposals for new fields for music in UNIMARC.It was decided to make a music sub-group, not just for incipits. The main discussion started with incipits, but also went on to consider form, and instruments. A Working Group on UNIMARC standards for music was approved, and Anders Cato was proposed as the Chair, if he is willing, otherwise, Anders Lönn will do it for one year. The involvement of both the Archives Branch and RISM was suggested and approved.

2. Technology Committee

   The Board recommended the establishment of a Technology Committee, that will report to the Board, and make reports to Council, to investigate and foster IAML's use of technology. Massimo Gentili-Tedeschi works very hard with the Home Page, but as time goes on, there is more and more that can be done, so perhaps we need more people to be involved. The appointment of Massimo as the Chair was approved, and he was given the charge of putting together a suitable Committee, and report back to the Board.

3. National Library of New Zealand

   Regarding the difficulties being experienced at the National Library of New Zealand, we are keeping watch on things, but it would be inappropriate to do anything else right now.

4. Thanks

   The President, Pam Thompson, offered sincere thanks to the New Zealand IAML colleagues for all the work they have done towards a splendid meeting. It has been a pleasure to meet in a manageable city, everything has been run very smoothly, and our hosts have been unendingly helpful and thoughtful.

The meeting was adjourned.